ResidentialBusiness Posted Tuesday at 07:00 PM Report Posted Tuesday at 07:00 PM Getting from one’s current state to the desired future requires understanding what needs to be done to get there. That is the basis of a problem statement, which is used in everything from project management to research projects. What is a problem statement and when should it be used? We’ll answer those questions and add what must be included. To help illustrate that, we’ll offer problem statement examples and even a problem statement template that you can for yourself. /wp-content/uploads/2025/02/Problem-statement-template-featured-image.jpg Get your free Problem Statement Template Use this free Problem Statement Template for Word to manage your projects better. Download Word File What Is a Problem Statement? A problem statement is a concise description of an issue that needs to be addressed or solved. It identifies the gap between the current state and the desired outcome, providing context and defining the impact of the problem. In projects and research, a problem statement helps focus efforts by outlining what needs to be resolved. It guides the development of objectives, solutions and strategies to ensure all stakeholders understand the issue’s significance and scope. The problem statement is a great setup for the project’s planning phase to help achieve objectives. That’s because it does the groundwork for formulating a schedule, complete with tasks, resources and costs to achieve those goals. But all of this requires project management software. ProjectManager is award-winning project and portfolio management software that has multiple project views to plan and execute projects. Schedule tasks, resources and costs on Gantt charts that also link dependencies to avoid costly delays, filter for the critical path and set a baseline to track progress in real time. Then execute the plan on the visual workflow of kanban boards or task lists. Stakeholders can follow along with the calendar view for a monthly summary. Get started with ProjectManager today for free. /wp-content/uploads/2025/03/Gantt-CTA-2025.jpgProjectManager’s Gantt charts turn problem statements into actionable plans. Learn more When to Use a Problem Statement A problem statement is a powerful tool used to define an issue that needs solving. It sets the foundation for effective decision-making by identifying the gap between the current state and the desired outcome. Whether in project management, business process improvement, product development or research, using a problem statement ensures a focused and strategic approach to finding solutions. Project Management Use a problem statement at the start of a project to clearly define the issue the project aims to solve. It helps align team members and stakeholders on objectives and expected outcomes, ensuring the project stays focused and on track. Business Process Improvement In process improvement initiatives, a problem statement identifies inefficiencies or challenges within existing workflows. It provides a clear understanding of the current issues, guiding teams to develop targeted solutions for increased productivity and cost savings. Product Development A problem statement is crucial in product development to define customer pain points or market gaps. It helps teams design features and solutions that directly address user needs to increase the product’s relevance and value. Research Projects In a research plan, a problem statement establishes the focus and purpose of the study. It outlines the knowledge gap or issue being investigated, guiding the research questions, methodology and analysis to produce meaningful and actionable insights. What Should Be Included in a Problem Statement? A well-crafted problem statement provides a straightforward and comprehensive understanding of the issue. It outlines the problem, its impact and the context, ensuring stakeholder expectations are aligned and focused on the right objectives. Here’s what should be included. Problem Definition This is a concise description of the issue, specifying what is wrong or needs improvement. It sets the stage by clearly stating the problem to be solved, but it also provides a specific, measurable and understandable description of the problem. For example, it should include a quantifiable impact, affected parties, consequences of the problem and constraints, if any. Problem Background The background is crucial to help set the stage and provide context for the issue that’s being addressed. It includes context and background information that explains the root cause of the problem, including historical data or events leading up to the issue. Stakeholder perspectives and how they are impacted by the problem can also be included. Problem Scope In this section, include details on the extent and boundaries of the problem, including who it affects and how widespread the issue is. This section should also include what’s excluded so teams can focus their efforts and prevent scope creep. By measuring the scope of the problem, organizations can better understand what resources such as people, materials or equipment need to be allocated to solve it and how much it will cost. Impact and Consequences of the Problem What are the negative effects and potential repercussions of the problem? In this section, explain the negative effects of the problem, such as financial losses, inefficiencies or customer dissatisfaction. Indirect effects should also be considered, such as long-term reputation damage or legal implications. Stakeholders Here, identify all stakeholders affected by the problem or involved in solving it, including employees, customers and partners. This is a crucial section as it helps prioritize solutions that address the needs of all impacted parties and facilitates communication throughout the problem-solving process. Problem Timeframe The period during which the problem has existed or is expected to continue if left unaddressed. Be as specific as possible, including a date, month or year. If there are trends or patterns observed in this timeframe, note them here. Problem Location The specific area, department or geographical location where the problem occurs. The more specific the location, the better as it can lead to more effective problem-solving. Gap Analysis: Current and Desired State A comparison between the current state and the desired outcome, highlighting the gap that needs to be closed. Consider analyzing the causes of the gap such as human error, inefficient processes or lack of resources. Root Cause Analysis This is an investigation into the underlying causes of the problem to ensure that solutions address the core issues rather than symptoms. While a full root cause analysis is typically conducted once the problem statement is created, a brief mention of it beforehand can be beneficial. Supporting Evidence, Data and Documentation These include facts, figures and other documentation that provide evidence of the problem’s existence and impact, supporting the need for action. Details like these can help create a stronger problem statement. Problem Statement Template Download this problem statement template for Word to help clearly define an issue that needs to be solved. It provides a standardized format for describing the problem, its impact and the context, ensuring consistency and clarity. /wp-content/uploads/2025/02/Problem-Statement-Template.png The template includes sections to describe the problem and assess the impact of the problem and key stakeholders. It also identifies the problem location and timeline and does a gap and root cause analysis, with room to add supporting data, documentation and evidence. Problem Statement Example A problem statement helps define an issue that needs to be addressed so stakeholders understand its impact and urgency. In business process improvement, a well-written problem statement identifies inefficiencies, outlines their consequences and guides teams to develop effective solutions. Here’s an example of a problem statement focused on improving customer support response times. Problem Definition In our customer support department, response times for handling customer inquiries have consistently exceeded the company’s target of 24 hours. Currently, the average response time is 48 hours, leading to decreased customer satisfaction and negative feedback. Problem Background The issue began to escalate six months ago when the company experienced rapid growth, increasing the volume of customer inquiries by 35 percent. Despite hiring additional support staff, response times have not improved, suggesting underlying process inefficiencies. Problem Scope This problem affects the entire customer support team and directly impacts customer experience. It also influences customer retention rates and brand reputation. The scope is limited to the email inquiry process, excluding phone and live chat support channels. Impact and Consequences of the Problem The prolonged response times have led to a 20 percent increase in customer complaints and a 15 percent decrease in customer retention rates. Dissatisfied customers are more likely to switch to competitors, leading to potential revenue losses. Additionally, support staff are experiencing increased workloads and burnout due to inefficient workflows. Stakeholders The primary stakeholders affected by this issue are the customer support team, customers and the sales and marketing departments, as customer satisfaction directly impacts sales conversions and brand reputation. Senior management and the human resources department are also stakeholders, as they oversee staffing and resource allocation. Problem Timeframe The problem has been ongoing for six months and is projected to worsen if not addressed, especially during peak seasons when inquiry volumes increase. Problem Location This issue is occurring within the customer support department, specifically affecting the team handling email inquiries. Gap Analysis: Current and Desired State Currently, the average response time is 48 hours, double the company’s target of 24 hours. The desired state is to reduce response times to 24 hours or less, aligning with industry best practices and improving customer satisfaction scores. Root Cause Analysis Initial analysis suggests the following root causes. Inefficient ticket assignment processes, leading to delays in responding to inquiries. Lack of standardized responses, resulting in longer handling times for complex issues. Inadequate training for new support staff, impacting operational efficiency and response accuracy. Supporting Evidence, Data, and Documentation Customer satisfaction surveys indicate a 30 percent decrease in satisfaction due to slow response times. Internal reports show a 35 percent increase in inquiry volume, outpacing the 15 percent increase in staffing. Service blueprints show inefficiencies in the process of handling customer inquiries. Analysis of ticket handling times reveals bottlenecks at the ticket assignment stage. Summary This problem statement clearly defines the issue of delayed customer support response times and its impact on customer satisfaction and business performance. It provides context, scope and a detailed analysis of the root causes and supporting evidence. By addressing the identified inefficiencies, the company can improve response times, enhance customer satisfaction and strengthen brand loyalty. Benefits of Writing a Problem Statement Writing a problem statement offers several key benefits. Provides Clarity and Focus: It clearly defines the issue, helping teams understand exactly what needs to be addressed. This focus prevents miscommunication and scope creep. Guides Decision Making: A well-written problem statement sets the foundation for developing effective solutions. It guides strategic planning and ensures that resources are allocated efficiently. Ensures Stakeholder Alignment: By outlining the problem’s impact and scope, it ensures all stakeholders share a common understanding, leading to better collaboration and support for the proposed solutions. Related Project Management Templates A problem statement template is only one of the over 100 free project management templates for Excel and Word that can be downloaded to help manage projects across multiple industries. Here are some free templates that can help when writing a problem statement. Research Plan Template Use this free research plan template for Word to outline the rationale, objectives and timeline of a research project. This helps researchers organize their ideas, define the research question and detail the steps needed to achieve the project’s goals. Gap Analysis Template A gap analysis is used to compare the current state of a process, product or organization with the desired future state. Download this free gap analysis template for Excel to identify gaps, weaknesses or inefficiencies that need to be addressed to achieve strategic goals. Five Whys Template This free 5 whys template for Excel is a problem-solving tool used to identify the root cause of an issue by repeatedly asking “Why?” until the underlying cause is revealed. Use this free template to go beyond surface-level symptoms to effectively address the core issue. How ProjectManager Helps Turn Problem Statements Into Action A problem statement is the first step to resolving an issue. Templates can help, but they’re simply not as effective as project management software. Templates are static documents, projects are dynamic. Once the problem has been identified and a course of action determined, then it’s time to turn to ProjectManager. Our award-winning project and portfolio management software has multiple project views to plan, manage and track work to make sure it’s done on time and within budget. Robust Resource Management Keep Teams Productive Problems aren’t solved if the action plan isn’t followed. That means keeping on schedule and avoiding cost overruns. Managing resources helps to deliver projects successfully, first by scheduling resources on Gantt charts. Then, when onboarding teams, setting their availability (PTO, vacation and global holidays), streamlines assigning them to tasks. Project managers can then view resource allocation on color-coded workload charts that show who is overallocated or underutilized. Team workload can then be balanced to keep everyone working at capacity without threatening burnout. There’s also a team page that shows daily and weekly activity, which can be filtered by progress and priority. /wp-content/uploads/2023/01/Team-Light-2554x1372-1.pngMonitor Costs, Time and More With Real-time Dashboards and Reports Resources can also be monitored on other features. For example, for a high-level overview of the project or multiple projects, toggle over to the real-time project or portfolio dashboards. They collect live data and display it on easy-to-read graphs and charts that show workload, but also time, cost and more. Customizable reports go deeper into that data with project or portfolio status, variance, workload, timeline and other reports. All can be filtered to focus on key data points or provide a summary that can be shared with stakeholders to keep them updated. Even our secure timesheets help track labor costs to keep to the budget. /wp-content/uploads/2022/07/Dashboard-light-mode.jpg Related Content A problem statement is only a small part of figuring out issues and how to resolve them. For those looking to read more about how a business case can help or an action plan to put into motion the activities needed to fix a problem, below are some recent posts we’ve published on the topic. How to Write an Executive Summary How to Write a Business Case How to Write Effective Project Objectives & Goals Every Time How to Write an Action Plan How to Conduct a Gap Analysis: Definition, Steps & Example ProjectManager is online project and portfolio management that connects teams whether they’re in the office or out in the field. They can share files, comment at the task level and stay updated with email and in-app notifications. Join teams at Avis, Nestle and Siemens who use our software to deliver successful projects. Get started with ProjectManager today for free. The post How to Write a Problem Statement: Example & Template Included appeared first on ProjectManager. View the full article Quote
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